Tasks

At a glance

Location	Sidebar → Tasks (FolderKanban icon)
Plan	All plans, including the free tier
Related features	2

Create and manage tasks linked to conversations, organized into projects. Set due dates, assign a responsible person and an executor, and track completion. Tasks show as a list or as a kanban board; board is the default view and your choice of list or board is remembered for next time. With a single project selected the board shows that project's own columns, which a project admin can customize in Project Settings - Statuses: add columns, rename, recolor and reorder them, and map each column to one of the five basic statuses (Open, In Progress, Waiting, Done, Canceled) so filters and counts keep working; one column per basic status is its default, and deleting a column asks where its tasks should move. With "All Projects" selected the board shows the five basic statuses, and each card carries a small colored marker with its project's name so you can tell projects apart at a glance - click the marker to jump straight to that project. You drag a card between columns to change its status (long-press to lift a card on a phone or tablet), or use the "Move to..." button on the card. Canceled tasks start folded away; the Done column keeps showing whatever was completed in about the last week even when you are not showing everything, so it is never left looking empty, and each column shows how many tasks it holds. Sorting by "Manual" (available with a single project selected) lets you drag cards into your own order within a column, and that order is remembered. If someone else changes the same task while you are moving it, the move is undone and the board reloads rather than overwriting their change. A "Waiting on" filter shows only work parked on somebody else - tasks in the Waiting status, plus open or in-progress tasks that have an executor assigned. Task templates capture a task's shape (title, description, priority, checklist, project) for reuse: save one from an open task with the template button, and start a new task from one with the "Start from template" picker in the New Task dialog. Tasks with a due date also appear as read-only chips on the Calendar when the "Task due dates" layer is switched on; tapping a chip opens that task. Spun can also notify you about tasks: you get a push notification when a task is assigned to you and when somebody comments on a task you are responsible for, and tapping the notification opens that task. Tasks with a due date also remind you on their own: a "due soon" notification before the deadline (about an hour before a timed deadline, or in the morning for a date-only deadline) and an "overdue" notification when the deadline passes, delivered as push and as an in-app popup to the person responsible and to a teammate set as executor. Snoozing a task silences its reminders until the snooze ends, and completing or canceling it stops them. You also get emails: when a task is assigned to you, when someone comments (at most one comment email per task every few hours), and at most once per day a digest listing your overdue tasks and tasks due in the next 24 hours. You are never notified about your own actions. Task push notifications have their own on/off switch for phone and for browser, and task emails have their own switch under Email, all in Settings - Notifications, separate from message notifications. If you would rather get task updates as an actual message on your phone, Settings - Notifications also has a "WhatsApp & SMS" section with a switch for each. Both start switched off and are independent - turning on WhatsApp does not turn off push, and neither is a backup for the other; whatever you switch on is what you get. They need a verified phone number on your account, and your organization needs WhatsApp (or SMS) set up. An organization can also send its task emails from its own address: connect your own SendGrid or Mailgun account under "Custom email sender" in Settings - Notifications, then click "Send test email to verify" - after the test arrives, task emails for the whole organization are sent through your account from your address. For SendGrid you enter an API key with Mail Send permission plus a sender address you have verified in SendGrid; for Mailgun you enter your API key (a private key or a domain sending key), the sending domain you verified in Mailgun, whether that domain is hosted in the Mailgun US or EU region, and a sender address on that domain. An organization has one custom sender at a time - connecting a new account (either provider) replaces the previous one. Only the sender address and the last 4 characters of the key are ever shown after saving; the key itself cannot be viewed again. If the key stops working, the account is disabled automatically after repeated failures and task emails fall back to being sent by Spun. A task can also be shared OUTSIDE the organization through an external link ("Action Page"): open the task and use "Create link" under External link to make a private page for one contact, choosing what they may do (update status, tick checklist items, comment) and when the link expires. The contact needs no Spun account - the link opens a simple mobile page showing only the task's external description, due date, status, checklist and external comments; the internal description and internal comments are never shown. When you create the link you also choose how it reaches the contact. Leave it on "I'll share it myself" and nothing is sent automatically - the link is displayed once for you to copy or share. Choose WhatsApp or SMS instead and Spun sends the link to that contact for you, and then keeps them posted on that same channel: when someone adds a comment they can see, and when the task is due or overdue. Every one of those messages carries the link, and the contact can reply STOP at any time to stop task messages from you. You can send the link again later from the same place, and you can revoke it at any time. Actions the contact takes appear in the task's Activity tab labeled with their name. Separately, "Invite to collaborate" (on a task, or in a project's Members settings) creates a one-time link that brings an OUTSIDE person in as a real Spun user: they sign in or create a free account with no WhatsApp step, and then see exactly that one task or project in your workspace and nothing else. The link expires in 7 days, works once, and can be revoked; a task collaborator can comment (or just view), a project collaborator can be a member or a viewer. Collaborating on tasks stays free for them indefinitely; the full Spun inbox is a separate upgrade. Connected AI apps and MCP keys with the task scopes can also drill into a task (full detail with checklist items and recent activity), read and add internal team comments, and tick checklist items - always limited to tasks in shared projects, and comments are internal notes that are never sent to any customer.

How to use

1. Open Tasks from the sidebar - it opens on the board by default; switch to list and back with the view buttons at the end of the filter bar, and your choice is remembered next time.
2. Click "+ New Task" - or pick a saved template under "Start from template" in the dialog.
3. Add title, description, due date, and assignee.
4. Optionally link to a WhatsApp conversation.
5. On the board with "All Projects" selected, click a card's project marker to jump straight to that project's own board.
6. On the board, drag a card onto another column to change its status.
7. To customize a project's columns, select the project, open its settings (gear icon, project admins only) and use the Statuses tab.
8. To arrange cards by hand, select a single project and set Sort to "Manual", then drag cards into place.
9. To save a task as a template, open the task and click the template icon in its header.
10. Turn on "Waiting on" to see only what you are waiting for from other people. Keyboard shortcuts while the Tasks panel is focused: "n" new task, "/" search, "b" board view, "l" list view, Escape closes the open task or the search box.
11. To change task notifications, open Settings - Notifications and use the "Tasks" switch under Browser (Desktop), under Mobile, under Email, and - to get task updates as a message on your phone - under "WhatsApp & SMS" (both start off and need a verified phone number on your account) (the email switch covers assignment and comment emails plus the daily due/overdue digest); to send those emails from your own address, use "Custom email sender" on the same page - pick SendGrid or Mailgun, enter your API key and sender address (for Mailgun also the sending domain and its US or EU region), save, then click "Send test email to verify".
12. To share a task with someone outside your organization, open the task, find "External link" and click "Create link": pick the contact, choose their permissions and the link's expiry, and choose under "Send the link" whether to share it yourself or have Spun send it on WhatsApp or by SMS. If you share it yourself the link is shown only once, so copy it then. If you pick WhatsApp or SMS, Spun sends it straight away and keeps that contact updated on the same channel; the send button next to the link sends it again, and "Revoke" cancels it whenever you want.

Related features

• Alarms / Reminders
• Payment Reminders

FAQ

• How do I create a task?
• Can I assign tasks to team members?
• Where are my tasks?
• How do I move a task to another column?
• Can I add my own columns to the task board?
• How do I rename the task board columns?
• How do I reorder tasks by hand?
• How do I save a task as a template?
• How do I see what I am waiting on?
• Are there keyboard shortcuts for tasks?
• Why does the Done column still show tasks after I hid completed work?
• How do I tell which project a task card belongs to?
• Do I get notified when a task is assigned to me?
• How do I turn off task notifications?
• Why did I not get a notification for a task I assigned to myself?
• Will Spun remind me before a task is due?
• Do I get an email when a task is overdue?
• How do I stop task emails?
• Can task emails come from my own email address?
• How do I connect my SendGrid account?
• Can I use Mailgun to send task emails?
• How do I connect my Mailgun account?
• Can I share a task with someone who is not on Spun?
• How do I send a task to a client?
• Can a customer mark a task as done without an account?
• How do I revoke an external task link?
• Can I get task notifications on WhatsApp?
• Can Spun text me when a task is due?
• How do I stop getting task messages on my phone?
• Can Spun send the task link to my client for me?
• How does a client stop getting task updates?
• Why did my client not get the task SMS?